How to Route Fax Servers
Fax servers provide business users numerous benefits beyond the potential cost savings. Once the decision has been made to invest in or at least to investigate a fax server for your business, you will need to understand the routing options and choose which option works best for your business applications. There are many different fax server options, including the number of incoming lines, digital or analog, and network connectivity to name a few. With the different options and configurations of fax servers being as robust as they are, not all of these steps may apply.
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Instructions
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Designate a fax clerk. A common way to route fax servers is to route all incoming faxes to a central location. Often called a "fax clerk," this routing scheme uses one computer to which all faxes are routed. Once at the fax clerk computer, an employee can then decide what to do with the faxes. Faxes can be emailed to a recipient, printed, deleted or archived.
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Route all faxes to a printer. Routing all faxes to a printer, or to several printers if your fax server accommodates both multiple fax lines and multiple routing destinations, will have all your incoming faxes printed to a networked printer.
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Direct incoming faxes to departments. If your fax server has multiple lines and allows for Direct Inward Dialing (DID), the fax server will be able to distinguish between faxes sent to a certain fax number, and route all appropriate faxes to the correct department. The faxes can either be routed to a departmental fax clerk, a departmental networked printer, a general mailbox or shared networked folder.
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Convert all incoming faxes to email attachments. This option coverts all faxes to an email attachment and emails the fax to the appropriate designee. In order to route in this fashion, a fax server capable to DID is required. In addition, each employee for whom you wish to receive faxes via their email must have his own fax line.
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Convert faxes for routing using Optical Character Recognition (OCR.) Using a program that has OCR functionality will look in a certain area of incoming faxes for an employees name, and route the fax directly to their email. If there is no data in the zone the OCR software is looking at, the fax will be sent to a general mailbox, according to rules set up on the fax server.
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References
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